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Documentation Officer (P-3)

Vienna

  • Organization: CTBTO - Comprehensive Nuclear Test Ban Treaty
  • Location: Vienna
  • Grade: Mid level - P-3, International Professional - Internationally recruited position
  • Occupational Groups:
    • Statistics
    • Documentation and Information Management
  • Closing Date: Closed

VA ID:  1995
Grade Level:  P-3
Division:  On-Site Inspection Division
Section:  Documentation Section
Unit:  
Type of Appointment:  Fixed Term Appointment
Date of Issuance:  25 March 2024
Deadline for Applications:
 9 May 2024
Vacancy Reference:  VA258-1995-2024
Reporting Date:  As soon as possible

Please note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.

Qualified female applicants and persons with disabilities are encouraged to apply.

 A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.

*Applicants encountering problems with the recruitment platform due to their location should contact jobs@ctbto.org and provide details of the error message received.  

Organizational Background

The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.

Organizational Setting

This position is located in the Documentation Section, On-Site Inspection Division (OSI). OSI Division develops operational capabilities to undertake inspections in line with the provisions of the Comprehensive Nuclear-Test-Ban Treaty (CTBT). After the treaty enters into force, an on-site inspections is launched to establish whether or not a nuclear explosion has been carried out. During such an inspection, facts might also be gathered to identify a possible violator of the Treaty. It thus constitutes the final verification measure under the CTBT. 

Reporting Lines

Under the supervision of the Chief, Documentation Section to:

Duties and Responsibilities

  1. Revise and rewrite complex texts of Standard Operating Procedures and Work Instructions related to the OSI Operational Manual, in order to ensure accuracy, clarity, cohesion and conformity, drawing attention to inconsistencies, differences in approach, legal implications or issues which have not been taken up;
  2. Make technical analyses of proposals and comments related to the Operational Manual for logical consistency and elimination of ambiguities and making proposals for the removal of incongruous, irrelevant or redundant material;
  3. Provide substantive support for the elaboration of the draft OSI Operational Manual by the State Signatories, including conducting research and keeping record of the issues under discussion;
  4. Organize and run OSI workshops and expert meetings, act as a resource person, draft speeches, reports and presentation; 
  5. Research, analyze and prepare resources for drafting or revision of OSI quality management documents (QMS) regarding relevant OSI topics. As delegated document focal point, organize QMS review for the OSI QMS documents received and assist in approving the reviewed QMS documents;
  6. Provide support for the development, testing, maintenance and updating of databases related to the OSI Operational Manual and the subsidiary documents;
  7. Perform other duties as assigned. 
     

Education

  • University degree in public or business administration or a related field with emphasis on language;

Work Experience and Qualifications

  • Proven knowledge of information technology development, design and management of databases, and ISO 9000 family of international standards on quality management system documentation would be an advantage;
  • At least five (5) years of relevant working experience in the field of planning, writing and editing documents and the electronic production of documents for publication, part of which should have been in an international environment;
  • Solid experience in the field of documentation quality management and/or policy development, preferably including experience in non-proliferation and/or disarmament;
  • Experience in managing high volume of information and data analysis is desirable; 
  • Experience in the implementation of document management initiatives or projects is desirable;

Languages

  • Excellent written and oral communication skills in English are essential;
  • Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian and Spanish) is desirable. 

Competencies

  • Professionalism - Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations;
  • Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed;
  • Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary;
  • Team work - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings;
  • Accountability - Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable;
  • Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches; 
  • Client orientation - Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients;
  • Commitment to continuous learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve;
  • Technological Awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.

Remuneration

CTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm). The salary offered may be subject to deductions to the United Nations Joint Staff Pension Fund and/or Health Insurance Scheme.

Additional Information

  • All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement.
  • Incomplete applications and submission of employment history in formats other than the CTBTO Employment Information Form will not be considered.
  • The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement.
  • Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list.
  • The CTBTO reserves the right to undertake correspondence only with shortlisted candidates.
  • Candidates under serious consideration for selection will be subject to a reference-checking process.
This vacancy is now closed.
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